Entries tagged with “email”.

Hopefully the recipients of your e-mail can be confident that the e-mail is actually from you.

If your e-mail subject line is very generic and the “from” name on your e-mail is simply your first name, my first instinct would probably be to delete the e-mail, considering it potential spam.

Or, if you use the internet to send your mail through a Webmail program, the default name is simply your e-mail address. If you had to get “creative” to find an e-mail address name that wasn’t already taken, your e-mails may not be clearly associated to you.

I always recommend that you use, at a minimum, your first AND last name for your e-mail name. I also suggest you include your company name, too.

As an example, I know two Richard Smiths who work for two different organizations. While it’s an unusual occurrence, if I get e-mail from either (or both), it is just a little nicer to be able to identify which e-mail is from which so I can keep them organized.

Also, If you’ve just met someone, you may not necessarily remember their name, but you would recognize the company, or you remember their name but don’t recall the name of their company. There is a high probability that they have the same dilemma. Having both your name and company on your e-mails would increase the chances of others remembering who you are and further solidifying the relationship between your name and your business.

It’s not difficult to do, but it may be the difference between your e-mail being opened and read, or being deleted and your e-mail address being blocked.

Create a regulary scheduled newsletter or bulletin like this one you’re reading right now.

Explore different ways of keeping in touch with your network.  I use a service called Constant Contact for my newsletter.  It is one of a number of e-mail and survey services that has already been checked out by the larger ISPs like Comcast and MSN so your e-mails are less likely to get blocked.  When signing up for the service, you’re basically agreeing to abide by their anti-spamming rules.

Starting an e-mail campaign is actually not too bad if you plan ahead.  Decide how often you’re willing to commit to writing something on a regular basis.  It is one thing that can easily be put on the back burner, so stick with it!  One of the worst things you can do is to start and then have it fizzle out after just a few issues.

Write about what you know.  Write about some of the things you’re frequently asked about your product or service.  Write about some tips you’ve found to be useful to you.  You’re simply providing some information and sharing a bit of your expertise.
Make sure your prospects and clients remember you when they are ready to take action in the future!

If you’ve been thinking about starting an e-mail campaign, click on this link to sign up for a free 60-day trial with Constant Contact, and get a $30 credit to your account should you decide to sign up for their service

One way to help alleviate the problem is to create a separate e-mail account for your orders and subscriptions. Most SPAM is generated through sites from which you’ve ordered something or joined a newsgroup or subscription, who have then sold your e-mail address to a third party. Many times if you read the fine print, you’ll discover that by signing up with them, your e-mail address is considered fair game! Sharing your primary e-mail just with those trusted friends and colleagues will help minimize unwanted email from those pesky spammers.

Latest versions of Outlook incorporate a “Junk E-mail” filtering function. Highly suspected potential junk mail is put into a separate “Junk E-mail” folder for you to go through and clean out at your leisure. You can also decide who you want to allow into your Inbox. It won’t catch them all, but it’ll help by lessening the amount of mail that goes into your Inbox.
If you don’t know who an e-mail is from, don’t send an e-mail back asking to be taken off of the mailing list and don’t click on the link provided to “unsubscribe” from the e-mail list. Spammers will use them as confirmation of a live e-mail address and then send you even more spam. Simply delete the mail. Yes, it’s annoying, and, unfortunately, it won’t ever stop completely, but it will at least not initiate another action to generate more.

If your e-mail address is displayed on your website, ask your web designer to do something to “hide” your e-mail address from the online spam harvesters. This can be done in a few different ways – displaying your address graphically instead of using text, splitting up your address into parts, manipulating the text by replacing characters, or adding some additional programming.

No method is fool proof, but it can simply make it just a little harder to get your address and should significantly reduce the amount of spam you have to sift through.

Keep your computer safe! Turn on the auto-update option, and set it to run a full system scan at least once a week.

Most viruses and worms arrive on your computer in the form of e-mail attachments. A few of them exploit security flaws in the operating system or in your browser to launch automatically, but if you keep your anti-virus program updated, your chances of being infected via this route are small.

E-mail “spoofing” and “phishing” are when a person or program masquerades as another. Some are convincing-looking messages that appear to be sent from a large company like a bank or some other entity you may do business with. The message may even contain links to a counterfeit version of the company’s Web site, complete with genuine-looking graphics and corporate logo. The intent is to fool the users into thinking that they are connecting to a trusted site, for instance to harvest user names and passwords.
If you don’t have an account or if you no prior relationship to the sending company, you can simply delete the e-mail without even opening it.

  • If it could be from a potential client, look at the title of the message.  Does the title of the message make sense?  If it contains an RE: (reply) or FW: (forward) and you haven’t had prior communications with the sender, it’s highly suspect.
  • Take notice of the grammar and spelling used in the message. If a message originates from a legitimate company, say a bank, they would NEVER release it without it having gone through a bevy of reviewers and editors.
  • Be careful when opening e-mail attachments. DON’T just blindly click on them to see what it is.  And most importantly, NEVER open any attachment from someone you don’t know.
  • DON’T always believe a link provided in the e-mail … if you’re not sure, DON’T click on it.   Spoofed e-mails will often direct the link to a bogus website.  In Outlook, if you hover your cursor over the link, it should show you the actual URL that the link is being directed to.  If it’s different from what’s visible it’s not going where you think it is.

Minimize your computer virus risk. When reading your e-mails, think before you click.

Use a signature line on all of your outgoing e-mails. At a minimum, include your name, company name, phone number and, if you have one, your website address, so the person receiving your e-mail won’t have to hunt for your contact information if they need to contact you right away.

If you have multiple e-mail accounts you monitor, create a signature line for each account based on how you want to be remembered.

To make it easier for you, e-mail applications have a function where you can create a signature line to be included at the end of each message you send, automatically. Typically it’s found under a link labeled Options, Preferences, or Settings.

  • For Microsoft Outlook, click on Tools and select Options. Click on the Mail Format tab at the top and click on Signatures.
  • For Comcast Webmail, click on Preferences and select Signatures.
  • For Verizon Central e-mail, click on Options and select Signatures.
  • For GoDaddy Web-based Email, click on Settings, select Personal Settings and select Signature.
  • For Horde Webmail, click on Options and select Personal Information
    and click on Edit Your Identities.
  • For Hotmail, click on Options and More Options. Click on Personal
    e-mail signature under the Customize your mail header.
  • For Gmail, click on Settings and then fill in the Signature block.
  • For Yahoo, Click on Options and select Signature.

As you can see they’re all quite similar. You should be able to locate how to use this function for your e-mail application by clicking on the Help or Support link or checking the Frequently Asked Questions (FAQ) section and simply searching for the word “signature”.

Help your clients out. They’ll appreciate the little things you do to make it easier for them!